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It’s a question that many organisations regularly ask themselves. Ronnie decided to take the plunge and digitise and automate the invoice processing workflow using Elvy Invoice Processing – and it has paid off handsomely!** **Growth on the horizon** Groenendijk Workwear is a wholesaler of workwear, footwear and personal protective equipment. They are even proud to supply the Ministry of Defence. In 2015, Ronnie came across Elvy Invoice Processing. “After seeing a demonstration, I was absolutely thrilled with Elvy’s software from the very first moment, including the associated approval workflow,” he explains. “Previously, we processed invoices manually in AccountView and approved them on paper. That worked fine at the time, but with the organisation’s growth on the horizon, we made the switch to Elvy Invoice Processing.” ***“From the very start, I’ve been absolutely delighted with how Elvy Invoice Processing works and the approval workflow.”*** Due to its continued growth, Groenendijk Workwear also switched to a different financial system. The organisation migrated from AccountView to Exact’s ERP package, which is used by the entire logistics organisation and of which the financial administration forms a part. “The choice of an ERP system has a major impact on the organisation. When we made that decision at the time, it was no problem for Elvy to carry out this migration. The switch went smoothly without any issues or challenges, which meant we were able to get back to work quickly.” **Automatic invoice posting** At Groenendijk Bedrijfskleding, there is a strong focus on process optimisation. “A colleague of mine attended a free online training course on Elvy Invoice Processing to ensure we work as efficiently as possible,” explains Ronnie. “Elvy has many different features that not everyone is always aware of. For example, in the past, an Elvy Customer Success Manager came along to observe our working methods. Thanks to that visit, we now process certain recurring invoices containing different cost centres much more efficiently. That saves time every month and makes work more enjoyable,” adds Ronnie. “Much of the content from the online training my colleague had completed was already familiar within our department, but not everything. They demonstrated how invoices could be automatically posted to the accounts when there’s a match with a purchase order or delivery note. That was the trigger for us to set this up as well,” explains Ronnie. “With around 70 to 80 goods invoices a day, this is essential for optimisation. We’ve now found that around 50 per cent of the invoices we process with Elvy are automatically entered into the accounts. We don’t have to do a thing about it,” explains the financial controller enthusiastically. “It can never be a target to automatically post 100 per cent of goods invoices. You have to take into account, for example, discrepancies between the quantities ordered and those delivered. But the fact that half of all our invoices can go into the system without any checking saves us so much time! You don’t need e-invoices for this; these are simply PDF invoices that Elvy recognises.” ***“Matching incoming invoices to purchase orders works brilliantly. Around 50 per cent of invoices are automatically entered into the accounts!”*** The impact of the war in Ukraine and the frequent price changes that come with it are also affecting the automation of our accounts. “Because purchase prices are difficult for our Procurement department to estimate, and due to the frequent price changes, invoices regularly do not match the purchase prices entered. This has meant that we have temporarily put the automated processing of purchase invoices on hold. So this isn’t down to Elvy, but to the situation. As soon as purchase prices are more stable again and under control by our buyers, we’ll definitely get back to work on this. We can’t wait!” **Approving invoices with Elvy** As well as posting invoices, Groenendijk Bedrijfskleding also has digital invoice approval included in its licence. “Elvy recognises the supplier on the invoice and uses this to determine the approval workflow,” explains Ronnie. “The software is straightforward for approvers to use. New approvers can get straight to work assessing invoices. If an invoice is incorrect, a comment can also be added to make it clear why it hasn’t been approved. It’s all self-explanatory. We’ve opted for our management team to approve all invoices, alongside the designated approvers. They can do this one by one or in bulk – whichever way they prefer. This also helps them keep a close eye on costs incurred.” **Change can lead to job satisfaction** Ronnie and his Finance team believe it is important to regularly check whether work is still being carried out efficiently and whether there is room for improvement. In recent years, they have already tackled many financial processes. These include invoicing, accounts receivable management, and, of course, the processing of incoming invoices. “Through automation, reorganising the work and focusing our efforts, we can now manage the workload together, despite the organisation’s growth. It also makes work much more enjoyable when you see the positive impact such a change has.” ***“Through automation, reorganising the work and focusing our efforts, we can now manage the workload together, despite the organisation’s growth.”*** **Advice for other business owners** Ronnie enjoys sharing his positive experience with Elvy, but he’s also well aware that it’s hard for business owners to take someone’s word for it. “I’d advise entrepreneurs who want to get to grips with the invoice processing process to take a look at how other Elvy users work. Seeing it in action gives you a much better feel for the software. That way, you’ll experience the added value and can really get started with Elvy with enthusiasm!”